A clearer scope.
A better buying decision.

1. Write a scope that suppliers can price

Record the business contact, site postcode, building names, carpeted areas, fibre or backing if known, visible issues, required access window and the date by which you need a quote. List exclusions and ask suppliers to confirm the measured area at survey.

Download the scope template (CSV) ↗

2. Compare more than the total price

• Area: is each carpeted zone measured and itemised?
• Method: has the supplier checked fibre, backing and manufacturer instructions?
• Access: are lift access, parking, water, security and working hours agreed?
• Drying: what conditions and checks determine when the floor can be reopened?
• Documentation: when will RAMS, relevant COSHH sheets and the insurance certificate arrive?
• Price: are the minimum charge, out-of-hours work, exclusions and any VAT treatment clear?
• Completion: who inspects the work, records exceptions and signs it off?

3. Keep a useful record of every visit

The completion record is a blank template. Enter the actual work date, areas completed, method, exceptions, follow-up items and sign-off. Use genuine photographs with the relevant client’s permission. Do not fill in results before they have been observed.

Download the blank completion record (PDF) ↗

4. Review the programme using actual condition

Record where soiling returns first, which areas remain presentable and what routine care happens between visits. Review the next scope using those observations. A cleaning frequency should follow the building’s needs, rather than automatically repeat across every zone.

Download the condition log (CSV) ↗

Use this alongside your own procedures

These are planning templates, not a completed risk assessment, a certification or a substitute for your site’s procedures. The appointed contractor should prepare the documents specific to the actual work and conditions.